Admin Order 21-10-02 - Laserfiche WebLink

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8. Receipts: when a City employee receives payment for notarial services provided to the public, the notary should provide a receipt to the customer. 9. Depositing Revenue: All money received by a City employee for notary services is to be deposited into the General Fund under Revenue Code 011-45125. 10. Acts Recorded in Notary Journal: Oregon law states that all notaries must keep, maintain, and protect a chronological notarial journal during the term of notarial commission. while some notarial acts are not required to be entered in the journal, any notarial act performed in the course of City business is to be entered in the notary j ournal kept by each employee. 11. Journal a Public Record: while most notaries public are exempt from disclosing notarial journal contents unless requested by the Secretary of State or required by subpoena, notary journals kept by City employees fall under the public record disclosure laws. City notaries are therefore encouraged to keep two separate journals, one for notarial acts performed in the course of City business and the other for non -City notarizations. It should be noted in the front of each journal that a second journal exists with its location listed. Customers may request to see their own entry record in the journal, but the notary should cover other entries to protect the privacy of those individuals. 12. Disposition of the Notary Seal and Journal: Notary journals must be retained for seven years after expiration of the commission. when a j ournal containing notarizations for City business purposes is completed, it is to be filed with the City Recorder for the legally required retention period. If a City employee moves to a different City department and continues serving as a notary there, the same notary journal may continue being used but the change should be noted by drawing a line beneath the last entry completed in the prior position. when a notary leaves employment with the City of Eugene, the employee must turn over the journal to the City for storage /retention. After leaving City employment, the employee may maintain the notary seal and notary commission at the employee's expense. Former employees who continue to serve as notaries are responsible for purchasing and maintaining a new notary j ournal. When a notarial commission expires, the notary is responsible for immediately destroying the notary seal. It must be defaced so that the stamp becomes illegible and unusable. Any notary who decides not to renew the notarial commission must complete and submit a notarial journal location form to the Secretary of State's office. Those forms are available from the Secretary of State's website. Administrative Order - Page 3 of 4